**Note**If an employee's compensation is Archived, it will not be included in New Contracts


New Contracts

The New Contracts program is designed to calculate and update new contract information for employees. Features of the program include:


For appropriate new contract calculations to occur, job calendars for the upcoming contract year need to be created before the new contract program is utilized to create new contracts. 

New Contract Maintenance

This option is used to Copy, Delete and Activate new contract data.  **Note - You can delete or activate one or more contracts at a time**


Copy

Find the employee you wish to create the new contract for by entering a couple of characters of the first or last name in the box and then clicking on that employee's name.

Find the compensation you will be adding the new contact for by clicking the down option in the Compensation box


Choose the Contract Type from the drop down option in the Contract Type box 

The following four Contract Type options are available:


Field Definition

The New Contract Type field offers the following options:

Compensation

A compensation is linked to a job calendar through the Job Calendar type field. The calendar type is defined in the CORE/Job Calendars program. 

The Raise Date field is used only for Mid-Year contract changes with retro (spread or lump sum). Enter the date the raise should have taken affect and the number of days (Days Since Raise) is calculated for you. Leave this field blank for a New Contract type.

The Type field is non-modifiable and displays the type of Compensation.

The Description is the title of the Position.

The Label field is used if a position has more than one compensation, a Label can be used to differentiate between them.

The Compensation Start Date is the start date of the current contract.  This date is a required field and is usually the first day for which the job is paid.  The contract work days are figured by using the Compensation Start and Stop dates and the Job Calendar selected.

The Compensation Stop Date is the stop date of the current contract.  This date is a required field.  The contract work days are figured by using the Compensation Start and Stop dates and the Job Calendar selected. 

The frequency by which the job is to be paid is referred to as the Pay Plan.  This is a required field. There are 3 possible pay plans:

Option for the Pay Unit field are:

The Unit Amount  (Automatically Calculated) field is the daily or hourly rate of the contract.  This field will be calculated based on the Contract values:

The Override Unit Amount calculation? field is used if wanting to override the unit amount calculation.  Check the box to override.

The Retirement Hours field contains the hours the employee is to receive per day for SERS retirement purposes. The retire hours is used to automatically calculate an employees Regular pay type hours during the Payroll Processing and Payroll Payment Future and Current. This field is NOT a required field. If there is no value in the "Retire hours" field, Payroll Processing and Payroll Payments will use the value in Hours per day. If there is no value in either field, Payroll Processing and Payroll Payments will use 0.00 as the retirement hours value.

The STRS Advance field indicates whether the job is in the advanced mode.

The Supplemental Tax Option field is used to identify the taxing option to be used when paying a supplemental job.

**For instance** if you choose "Apply Annuities to Supplemental" it will apply the applicable annuities to the supplemental wages first (assuming the employee also has regular wages on the same payroll). If there are then annuities "left over" after applying them to the supplemental wage amount, the remaining amounts will be applied to the regular wages. The opposite is true when the option to apply the annuities to regular wages is selected. 

The Contract Days Worked field is the number of days the employee has worked on this job. Leave this field blank for a New Contract type.

The Contract Work days are the number of days the employee is contracted to work this job. This is a non-modifiable field. Days calculated using Job Calendar and Compensation Start and Stop Dates.

Hours In Day field contains the number of hours the employee is regularly scheduled to work during a day. This field is used in calculating hourly rates and charging out absences through the program Leave Projection.

The Primary Compensation field - Not setup to be used in New Contract yet

Compensation Amounts

The Accrued Wages is the amount the employee has earned on this contract, but has not yet been paid. This field stores the accrued wages. It is important that this field is correct for mid-year contract changes and using the POF (pay off of accrued) in Payroll Payments. Only those employees who are on stretch pay will have amounts in the Accrued Wages field. This field is non-modifiable. 

The Amount Earned is the contract amount earned by the employee. The calculation is as follows:

This amount is updated with each payroll that the job is processed.

The Amount Paid which has been paid to the employee through the payroll system. It does not include accrued wages.

The Amount Docked field contains a running total of wages which are docked on the job.

Contract

The Pay Per Period (Automatically Calculated) field is used for equal pay employees. It contains the pay amount the employee should receive on this job for each payroll. The pay per period is calculated as follows:

 CONTRACT OBLIGATION - AMOUNT PAID - AMOUNT DOCKED / NUMBER OF PAYS REMAINING IN CONTRACT = PAY PER PERIOD

The Override Pay Per Period calculation? option is used if wanting to override the Pay Per Period calculation.  Check the box to override. 

The Contract Amount indicates where the compensation is placed on the salary schedule. This amount is for informational purposes. Amount and Obligation will differ when a change in the obligation is made for the current contract through New Contract. In that case, the contract amount will be the full contract amount.

The Contract Obligation is the amount the board is obligated to pay the employee for the current contract.

The Contract Type field is a user defined field.

The Pays In Contract refers to the number of pays the job is contracted for.

Pays Paid is the number of pays that have been paid on the contract. This field is updated after each payroll in which the job is included. This field is non-modifiable. 

The Retro Next Pay field can be used in two ways. One, if a retro situation is created in New Contract, the retro amount can be placed in this field by the New Contract program. Two, a retro amount can be manually entered. In either case the system will process the retro amount during the next payroll in which the job is included.

The Stretch Pay option indicates whether payments should be stretched over the number of pays or not.  Check if payments are to be stretched over the number of pays in the contract.

Historical Context

Calendar Start Date is the day on which the system will start counting information from the calendar. This day is automatically entered as the period beginning date of the first payroll in which the job is processed.

Calendar Stop Date is the ending date that the system should use when calculating ODJFS weeks, EMIS days, and service credit. Once the Compensation is Saved, the Calendar Stop Date will be entered automatically.  Leave blank until employee is no longer working at district.

Salary Schedule

Salary Schedule Column refers to which column the employee is in on the salary schedule.

Salary Schedule ID is the schedule type for the salary schedule the employee is associated with.  The ID can be between 1 and 6 characters in length.

Salary Schedule Step is the salary schedule step that the employee is on.

State Reporting

Check if Reportable to EMIS

Local Contract Code (non-modifiable) EMIS Contracted Service (CC). Used for EMIS reporting. Automatically will populate when the Data collection is done.

Payroll Accounts

Click on Add Payroll Accounts, to add a new account for the employee

Select the Expenditure Account by clicking on the  or by entering in a portion of the account to narrow your search for Example: 001:


    

The Rate Type refers to the method by which this account is to be charged:

The Status allows the user to set the status of the account.  Options are:

Note: To determine whether an account is active or not the system will check both the Account Status field AND the Pay Start and Stop Dates. A pay account with an inactive status but with an active start date will NOT be charged.  A Pay Account with an active status with Start and Stop dates but the pay is outside these dates will NOT be charged.

Leave Projection determines whether or not an account can be used by Leave Projection to charge out the leave entered in CORE/ATTENDANCE:

The Employer Distribution determines whether this is a Board Pay Account:

The Charge Amount or Percent is the percentage or fixed amount that is to be charged to this account. Whether a percentage or fixed amount is entered is dependent on what is entered in the Percent or fixed field.

The Maximum to charge field contains a maximum dollar amount to be charged to a specific pay account.  **Note** If adding a Fixed amount and Maximum amount to charge, this will add Stop Date's to ALL the Old accounts for the employee**

The Sort Order 

Click on to Recalculate Contract Amounts

Click on to Clear New Contract fields

Once all data is entered click on  or to not save, click on 

Delete 

This option deletes the new contract information from the New Contract maintenance file. If no specific selection options are entered, all new contracts will be deleted. A count of the number of contracts deleted will appear on the screen after the program runs to completion:


Or

Click on the  next to the employee you are wanting to delete:

Activate 

If employee's compensation is set as Primary, when Activating New Contracts, it will then set the New Contract as Primary and unflagging the old.


Currently the maximum number of records that can be activated is 1,000 

This option activates the new contract information into the Compensation and Payroll Account records, then deletes it from the New Contract maintenance file:

There is an option  to have the 'Override Pay Per Period Calculation?' automatically checked when activating New Contracts:

There is an option  to transfer the primary compensation flag to the new compensations when activating New Contracts:


The Old and New Contracts will show under the employees Compensation:

Example of Contract Compensation after New Contract Activate


Mass Copy Compensations

This option is used to mass build new contracts into New Contract based upon pay groups and job status.

The new contract records will be created using the existing Compensation information. The following fields will be cleared or set to zero when the new contract record is built:

The total number of compensations added will be displayed in the processing window and a list of the employees selected upon program completion.

The Job Status field indicates whether the compensation is:

To include Concealed Employees, check 

Enter a date to only Include Active Compensations  in the Selected Compensation grid.  This will eliminate of including both old and new compensations for an employee.  The included compensations, active as of date, looks for compensations with a start date that is either empty, or before or equal the date entered AND a stop date that is either empty, or after or equal the date entered. If the compensation meets these criteria, then it is displayed in the grid. The grid updates when the date is changed.

Select Pay Groups options using the  to select Available Pay Groups to Selected Pay Groups.

Enter in the Contract Start date (Compensation Start Date)  and Contract Stop Date (Compensation Stop Date). The Contract (Compensation) Start Date is usually the first day for which the job is paid. These are a required fields used in the contract amount calculations. 

Click on  to build the new contracts for the employees.

The New Contracts will then show in the New Contract Maintenance option:

Click on  to activate all contract information into the Compensation records, then deletes it from New Contract maintenance file.

Import New Contracts

**Please be aware the header columns listed below are case sensitive**


In order for the Import option to properly build new contract records, the data columns must contain a heading in Row One. The heading allows the Import program to determine what the data in that column represents. These headings must match what is defined below in order for the Import program to recognize and load the data.

There are four required fields: employeeId, jobNocontractType and newCompensation.label- is only required if the employee has more then one Compensation for a Position.  The remainder of the data is optional and will be dependent upon the contract type being imported. For example, if importing a mid-year contract change with retro-spread, the days since raise should also be included in the import file. Information not specified in the fields for the spreadsheet will be pulled in from the existing Compensation.

Creating New Contract Compensations from Compensations

To create a template spreadsheet using the Compensations fields, which can assist in creating new contracts,  you can import this json file into Reports  -  New Contract Compensation Worksheet.rpd-json With some manipulation to the spreadsheet this will then allow you to create new contracts using the Import option in Processing/ New Contracts.

After the spreadsheet has been created you can sort to obtain specific  Pay Groups and remove all others if desired, or can also sort the entire spreadsheet on Compensation Start and Compensation Stop Dates and then remove any records that will not require a new contract for the upcoming year.


 The CSV cannot have any " ' " symbols present.  This would also be for any First or Last names with an apostrophe in it.

The data under the column header CONTRACT_TYPE  will need to be updated to 4 or NewContract. Also, any fields containing a TRUE or FALSE value need to be changed to a Y or N value for the import to successfully load.

After all manual changes Obligation, Amount, Start and Stop Dates, Contract Type, True/False to Y/N, etc. have been made to the spreadsheet, save it as a csv file for proper importing into Reports.


Sorting options are strictly the decision of the district and what data they wish to import into New Contracts.


Redesign to Classic Fields and Descriptions

RedesignRedesign New Contract ScreensNew Contract DescriptionClassicClassic ScreensClassic New Contract Description
employeeIdCompensation
EMPLOYEE_ID

jobNoCompensationPosition#JOB_NOJOBSCNJob#
contractType
TypeCONTRACT_TYPE

newCompensationLabel

Label is only required if the employee has more then one Compensation for a Position.

CompensationLabel-current Label name
JOBSCNCheck stub desc
calendarTypeCompensationJob CalendarCALENDAR_TYPEJOBSCNCalendar type
raiseDate
Raise DateDAYS_SINCE_RAISE
Days since raise
compensationDescriptionCompensationDescription

Title
contractStartDateCompensationCompensation Start DateCONTRACT_START_DATEJOBSCNCont start
contractStopDateCompensationCompensation Stop DateCONTRACT_STOP_DATEJOBSCNCont stop
payUnitCompensationPay UnitPAY_UNITJOBSCNPay unit
unitAmountCompensation

Unit Amount (System Calculated on Import)


JOBSCNDaily rate
retireHoursCompensationRetirement HoursRETIRE_HOURSJOBSCNRetire hours

CompensationAccrued Wages (calculated field)



CompensationAmount Earned (calculated field)



CompensationAmount Paid (calculated field)



CompensationAmount Docked (calculated field)


payPerPeriodCompensation

Pay Per Period (System Calculated on Import)




contractAmount (required)CompensationContract AmountCONTRACT_AMOUNTJOBSCNNew contract

contractualObligation

(system will calculate this amount)

CompensationContract ObligationCONTRACTUAL_OBLIGATIONJOBSCNObligation
userContractTypeCompensationContract TypeUSER_CONTRACT_TYPEJOBSCNContract type
paysInContractCompensationPays In ContractPAYS_IN_CONTRACTJOBSCN

'# pays


CompensationPays Paid (calculated field)


equalPaysCompensationStretch PayEQUAL_PAYSJOBSCNEqual pays
salaryScheduleColumnCompensationSalary Schedule ColumnSALARY_SCHEDULE_COLUMN

salaryScheduleIdCompensationSalary Schedule IdSALARY_SCHEDULE_ID

salaryScheduleStepCompensationSalary Schedule StepSALARY_SCHEDULE_STEP


EMIS Entry/EMIS Contracted Service (CC)Local Contract Code (non-modifiable) Used for EMIS reporting. Automatically will populate when the Data collection is done.


calendarStartDateCompensationCalendar Start DateCALENDAR_START_DATEJOBSCNCalendar start
calendarStopDateCompensationCalendar Stop DateCALENDAR_STOP_DATEJOBSCNCalendar stop

CompensationContract Work Days (Calculated field)WORK_DAYS_IN_CONTRACTJOBSCNWork days
hoursInDayCompensationHours in DayHOURS_IN_DAYJOBSCNHours per day


Import Fields and Values

The following is a list of valid import field and valid values




Example of an Import.csv:

Creating New Non Contract Compensations

To create new non contract compensation records a csv file with the appropriate header information defined can be loaded directly to Compensations using the Mass Load/Compensation feature

Import New Contracts option

Click on  to search for New Contract Import File

Enter a default contract start date in the Contract Start Date field. This date will be used if a contract start date is not provided in the import file.  This field can be left blank to pull in all New contracts. 

Click on  to Import the file into New Contract Maintenance option.

Example of New Contract under New Contract Maintenance option:

Mid Year Contract Change

See Checklist  USPS-R Mid Year Contract Change Checklist#RMidYearContractChangeChecklist

Mid-Contract With No Retro

Go to Processing/New Contracts and click on Copy

Find the Employee by typing a few characters of the first or last name or id. Find the Compensation using the drop down  and choose the Contract Type from the drop down  and click 

Enter a new Compensation Start Date-The compensation Start and Stop dates must be specified - this is used to calculate the number of days in the new mid year contract. The Compensation Start Date will be the day after the last period ending date between old and new compensations, not the original start date of the contract. Example- the last pay processing range was from 8/1/18 - 8/15/18. The New Compensation Start Date on the Mid Year contract would be 8/16/18.  The Compensation Stop date should reflect the original Compensation Stop Date from the initial contract.

Add the mid year contract change amount in the Contract Amount field.- This is the full "new" amount of the contract (contract obligation will be calculated by the system.)

The pays paid for the mid year contract change will be zero and pays in contract will be how many pays are left to be paid. 

Click  to see the calculation of the Mid-Contract Change and then click 

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To activate one record click the  next to the contract and then click 

To mass activate several contracts.  Filter the contracts using the grid bringing up only contracts you wish to activate.  Click the  under the word Copy. All contracts should then be checked. Click 

When the new contract is activated it will automatically enter a Compensation Stop Date on the old contract record.


Mid-Contract With Retro Spread Over Remaining Pays

Go to Processing/New Contracts and click on Copy

Find the Employee by typing a few characters of the first or last name or id. Find the Compensation using the drop down  and choose the Contract Type from the drop down  and click 

The Raise Date must be specified - this in conjunction with start date tells us how many days were paid at the "wrong/old" rate for calculations. This date is when the employee should have actually started receiving the mid year contract pay.

Enter a new Compensation Start Date-The compensation Start and Stop dates must be specified - this is used to calculate the number of days in the new mid year contract. The Compensation Start Date will be the day after the last period ending date between old and new compensations, not the original start date of the contract. Example- the last pay processing range was from 8/1/18 - 8/15/18. The New Compensation Start Date on the Mid Year contract would be 8/16/18.  The Compensation Stop date should reflect the original Compensation Stop Date from the initial contract.

Add the mid year contract change amount in the Contract Amount field.- This is the full "new" amount of the contract (contract obligation with retro spread will be calculated by the system.)

The pays paid for the mid year contract change will be zero and pays in contract will be how many pays are left to be paid. 

Click  to see the calculation of the Mid-Contract Change and then click 

The contract obligation field will reflect "what is yet to be paid", not including what was paid on the old compensation.

The Days Since Raise field will be automatically populated, utilizing the raise date, when the Calculate button is clicked.

The "new compensation" record only represents the contract from the contract change forward (for mid-year contract changes) - so the days in contract will be reduced by the days worked on the old contract.




To activate one record click the  next to the contract and then click 

To mass activate several contracts.  Filter the contracts using the grid bringing up only contracts you wish to activate.  Click the  under the word Copy. All contracts should then be checked. Click 

When the new contract is activated it will automatically enter a Compensation Stop Date on the old contract record.


Mid-Contract With Lump Sum Retro

Go to Processing/New Contracts and click on Copy

Find the Employee by typing a few characters of the first or last name or id. Find the Compensation using the drop down  and choose the Contract Type from the drop down  and click 

The Raise Date must be specified - this in conjunction with start date tells us how many days were paid at the "wrong/old" rate for calculations. This date is when the employee should have actually started receiving the mid year contract pay.

Enter a new Compensation Start Date-The compensation Start and Stop dates must be specified - this is used to calculate the number of days in the new mid year contract. The Compensation Start Date will be the day after the last period ending date between old and new compensations, not the original start date of the contract. Example- the last pay processing range was from 8/1/18 - 8/15/18. The New Compensation Start Date on the Mid Year contract would be 8/16/18.  The Compensation Stop date should reflect the original Compensation Stop Date from the initial contract.

Add the mid year contract change amount in the Contract Amount field.- This is the full "new" amount of the contract (contract obligation and retro amount will be calculated by the system.)

The pays paid for the mid year contract change will be zero and pays in contract will be how many pays are left to be paid. 

Click  to see the calculation of the Mid-Contract Change and then click 

The contract obligation field will reflect "what is yet to be paid", not including what was paid on the old compensation.

The Days Since Raise field will be automatically populated, utilizing the raise date, when the Calculate button is clicked.

The "new compensation" record only represents the contract from the contract change forward (for mid-year contract changes) - so the days in contract will be reduced by the days worked on the old contract.


To activate one record click the  next to the contract and then click 

To mass activate several contracts.  Filter the contracts using the grid bringing up only contracts you wish to activate.  Click the  under the word Copy. All contracts should then be checked. Click 

When the new contract is activated it will automatically enter a Compensation Stop Date on the old contract record.


Mid-Year Contract Change Calculations

New Compensation Pays in Contract equals Old Compensation Pays in Contract minus Old Compensation Pays Paid
Amount to be Earned equals ((Old Compensation Contract Work Days minus Old Compensation Contract Days Worked) times New Compensation Daily Rate)
Retro Amount equals (New Compensation Daily Rate minus Old Compensation Daily Rate) times Days Since Raise
New Compensation Amount Earned equals Old Compensation Accrued Wages
New Compensation Contract Obligation equals Amount to be Earned plus Old Compensation Accrued Wages

If doing No Retro, no further calculations are necessary

New Compensation Pays in Contract equals Old Compensation Pays in Contract minus Old Compensation Pays Paid
Amount to be Earned equals ((Old Compensation Contract Work Days minus Old Compensation Contract Days Worked) times New Compensation Daily Rate)
New Compensation Amount Earned equals Old Compensation Accrued Wages
New Compensation Contract Obligation equals Amount to be Earned plus Old Compensation Accrued Wages

If doing Retro Spread Over Remaining Pays:

New Compensation Pays in Contract equals Old Compensation Pays in Contract minus Old Compensation Pays Paid
Amount to be Earned equals ((Old Compensation Contract Work Days minus Old Compensation Contract Days Worked) times New Compensation Daily Rate)
Retro Amount equals (New Compensation Daily Rate minus Old Compensation Daily Rate) times Days Since Raise
New Compensation Amount Earned equals Old Compensation Accrued Wages
New Compensation Contract Obligation equals Amount to be Earned plus Old Compensation Accrued Wages

Add Retro Amount to New Compensation Amount Earned
Add Retro Amount to New Compensation Contract Obligation

If doing Retro Lump Sum:

If Contract is Stretch Pay:

New Pay Per Period equals New Compensation Contract Amount divided by Old Compensation Pays in Contract
Pay Per Period Difference equals New Pay Per Period minus Old Compensation Pay Per Period
If Days Since Raise is equal to the Old Compensation Contract Days Worked:

Lump Sum Retro equals Pay Per Period Difference times Old Compensation Pays Paid

Otherwise:

Multiplier equals 10 for Biweekly and 11 for Semi-monthly
Lump Sum Retro equals Pay Per Period Difference times (Days Since Raise divided by Multiplier)
Accrued Retro equals Retro Amount minus Lump Sum Retro
Add Accrued Retro to New Compensation Amount Earned
New Compensation Retro Next Pay equals Lump Sum Retro

If Contract is NOT Stretch Pay:

New Compensation Retro Next Pay equals Retro Amount

New Compensation Pays in Contract equals Old Compensation Pays in Contract minus Old Compensation Pays Paid
Amount to be Earned equals ((Old Compensation Contract Work Days minus Old Compensation Contract Days Worked) times New Compensation Daily Rate)
Retro Amount equals (New Compensation Daily Rate minus Old Compensation Daily Rate) times Days Since Raise
New Compensation Amount Earned equals Old Compensation Accrued Wages
New Compensation Contract Obligation equals Amount to be Earned plus Old Compensation Accrued Wages

Add Retro Amount to New Compensation Contract Obligation

Report Creation

To create a report from the Grid, please click on the Report documentation link to find the How to Steps: Report